Ballam Park Athletic Committee

Ballam Park Athletic Facility - Booking Form

HIRING OF BALLAM PARK

CONDITIONS OF OCCUPANCY1.Please note that this venue is staffed by VOLUNTEERS and fees are charged for the upkeep and maintenance of the venue and for the development of athletics locally.2. Teachers are expected to arrive at their nominated arrival time otherwise our Custodian may lock the premises and leave and you will be charged a cancellation fee. Should you be delayed, please contact our Custodian as soon as possible.3. Our Custodian will arrive at least 30 minutes before your scheduled departure time. Please note that a staff member/responsible adult must remain in attendance at all times until the Custodian arrives. If you wish to depart earlier please call our Custodian ASAP. All hirers should ensure that all Equipment is returned to its correct place as advised by the Custodian.4. A fully stocked & serviced canteen is available at no extra cost if student numbers exceed 150. At least 14 days notice is required before your competition date when Booking or Cancelling the Canteen. No other food sales can be conducted in conjunction with the canteen or at any time by any third party without the express permission of BPAC. A $200 penalty will be applied to the final invoice where this condition is not met5. First Aid Room ‐ the first aid room will be available for use provided that a qualified Level 3 (Occupational) first aid person or an external first aid organisation is in attendance (First aid equipment is not provided).6. Athletic equipment such as Shot Put, Discus, Javelin, Cones, Tape Measures/Spikes, Starting Guns, Starting Caps, Ear Plugs and Stop Watches are NOT supplied by the venue and are the responsibility of the hirer to provide.7. BPAC reserves the right to charge a cleaning surcharge or $40 per half hour if the Pavilion/Grounds is left in an unclean condition, this includes failure to sweep the pavilion floor, failure to mop as required, kitchen benches not wiped down, toilets excessively dirty or graffiti removal and the cleanup of excess rubbish inside boundary fence lines.8. The pavilion and all areas inside the outer perimeter fence are to be left in a clean and tidy condition. ALL refuse is to be collected and placed in the outside bins provided for that purpose.9. Any misbehaviour or act of vandalism during the period of occupancy may render the hirer ineligible for future use of Ballam Park. In particular, unauthorised entry into, or climbing upon any building within, or fence surrounding the Ballam Park is prohibited.10. The hirer is responsible for all restitution costs incurred as a result of any damage suffered during the period of occupancy. If vandalism/damage does occur a bond may be required in the future.11. The use of, or interference with any equipment not subject to the hiring agreement is prohibited. It should be noted that:• Weights are not to be removed from the hurdles• No sand is to be removed from the jump pits, or placed on the run‐up’s or track.• On conclusion of the jumping events, all sand on the run‐up and concrete surrounds is to be swept back into the pits which must then be raked level.• Students are not permitted on the Running Rail, Lane Barriers, High Jump Sheds or inside the Pavilion.12. All warming up is to be done in the back straight for track events and on the grass inside the running rail for field events. Long throws (discus/javelin/hammer) are to be conducted only from the safety cages and under the supervision of an official.13. Only the Public Address System provided by the Venue is to be used at Ballam Park. Use of that system is to be restricted to announcements and not for running commentaries on events in progress or for the playing of music. Ballam Park is located in a residential area, please be considerate of our local residents 14. The following restrictions on running shoes apply:• Only 7 mm spikes are to be used on the running track or field event run‐ups.• Only 9 mm to 12 mm spikes are to be used on the Javelin run‐up.15. Only starting blocks with approved fastening devices are to be used ‐ 12 mm spikes (fastening devices) only, NO pegs or pins.16. Competitors wearing spiked shoes must use approved starting blocks for the start of all running and hurdle events up to and including 400 m and the first leg of all relays.17. Should this booking be cancelled on the day of the hiring due to poor weather conditions or any other reason, a fee of $50 for cancellation and setup will be charged (an additional $50 cancellation fee applies if electronic timing gates are booked) and an acceptable alternative date will be arranged. Note that this cancellation fee will not apply if the Custodian & Booking Officer* is notified of the cancellation prior to the day of the hiring. *This is especially required if the Timing Gates are to be cancelled.18. The Ballam Park Athletic Committee accepts no responsibility for injury to any participant or spectator using the facility during the period of hire. The hirer shall have suitable public liability insurance to provide coverage against claims should such an injury occur.19. Internal rubbish bins are not to be used outside the Pavilion.20.The green chairs are not to be taken outside the Pavilion.

Acknowledgement
*

You acknowledge that you have read and agree to comply with the included conditions of occupancy for hire of the Ballam Park Athletics Facility and that all relevent staff and students will be made aware of these conditions.

Signature - School Principal / District Coordinator

Signature - Supervising teacher

Date (of form completion)

School / Group
*

Contact Person
*

First Name Last Name

Contact Phone Number
*

Contact email
*

School Address

Street Address

Street Address Line 2

City

State

Post Code

Country

Section A - TRACK & FIELD COMPETITION DETAILS

Competition Date

-
Day
-
Month Year

Additional Dates - Should you require more than 1 date for your carnival (Please type in additional dates)

Set Up Time

:
Hour Minutes

Competition Start Time

:
Hour Minutes

Finish Time (time that you want the Custodian to finalise the pack up of the venue)

:
Hour Minutes

Number of Students attending

How would you like your invoice sent to you
*

Email to the contact email address Australia post Mail

Section B - Facility Hire

Please note that the facility hire also includes First aid room in Pavillion and the use of Jumps Pits, Discus / Shot Circles, Brooms, Rakes and Two Tables

Type of Hirer

Please select your additional requirements from the list

Fully Stocked Canteen Service (attending students must exceed 150) FREE - Please note if you are considering running your own BBQ etc then Approval MUST be obtained from the BPAC Booking Officer at least 4 weeks prior to your event and you MUST organise your own "streattrader" permits prior to the event Coffee Van - User supplied (Please note if you organise your own Coffee van approval must be obtained from the BPAC Booking Officer at least 4 weeks prior to your event, and the Coffee Van proprietor needs to obtain relevent "Streattrader" permits) Coffee Van - BPAC Supplied Public Address System $60 Track Lights (per hour of part there of *until 10:00pm) $30 Tables (per table if more than the 2 supplied are required) $10

Section D - Training Group Hire

Pricing (All fees effective January 1st 2019)

Section B - Total

Section C - Total

Section D - Total

Total Cost of Hire

Where to from here?

By submitting this booking form, you confirm that you have read and agree to comply with the included conditions of occupancy for hire of the Ballam Park Athletics Facility and that all relevant staff and students will be made aware of these conditions. A member of the BPAC Committee will be in contact with you to confirm your booking. If you have any queries regarding your booking, please contact the BPAC Secretary (Lyn Owen) by phone (Mob) 0429 351 642 . If you need to cancel at short notice, change start/finish times, or have an issue on the day of hire, please contact our custodian (Iain Finlayson) on 0417 577 019

If you would like a copy of the form, Please print a copy BEFORE hitting the submit button

(please note if you are not using Google Chrome then your selections may not appear as ticked on the printed form).

Equipment Checklist - To be signed by the Custodian and Person In Charge

Please tick where appropriate

Number Out

Number In

Condition Comment

PA Microphone

Starting Blocks

Lap Counter

Junior Hurdles

Senior Hurdles

Brooms

Rakes

Shovels

High Jump Uprights

Additional Tables

High Jump Rests

Signature - Custodian

Signature - Person In Charge

End of Day Checklist - To be completed on day of Hire

Please tick where appropriate

Tick

All equipment used during the day has been signed back in

High jump sheds have been checked to ensure that they are securely locked

Pavilion has been checked and any damage/graffiti/etc has been acknowledged and reported

Equipment is in allocated space in equipment shed

If any equipment has been used form any cage, that cage is closed and locked

Public address system has been turned off

Office is locked

Defibrulator is in cabinet in first aid room

Rubbish in pavilion has been removed

All internal doors are closed and locked

All lights are off

Completed form has been placed in the kitchen cupboard

External doors and security grills are closed and locked

Any damage to any equipment has been acknowledged by the hirer and reported back to the BPAC Booking Officer

Signature of Custodian, indicating all checklist points have been completed